Job Description

Definition Performs a variety of responsible administrative support duties to relieve a senior administrator of administrative details relative to the business operations of the assigned organizational unit. Typical Duties Assists a senior administrator by assuming responsibility for administrative details involving a combination of the following duties: Coordinates office workflow and functions and processes administrative details not requiring the immediate attention of the supervisor. Answers inquiries, refers callers and/or visitors to appropriate office or person, explains policies and procedures related to the business operations of the assigned organizational unit and speaks for a senior administrator in personal and telephone contacts. Acts as an intermediary between supervisor and administrators, staff, the public, and others by transmitting messages, requests, and authorizations, both written and verbal. Keeps supervisor apprised of office activities, approaching deadlines, status of pending operational documents, and other requested information. Prepares correspondence, memoranda, agendas, procedural guides, tables, reports, bulletins, flyers, brochures, and other publications utilizing a variety of software applications. Schedules and arranges for meetings, conferences, travel accommodations, office activities, events, and appointments for supervisor and processes any necessary paperwork. Compiles a variety of information from various sources and prepares summaries and reports for supervisor. Proofreads and edits reports and other documents for accuracy, completeness, and compliance with established procedures and guidelines. Screens and processes incoming office correspondence and documents. Attends meetings; records/transcribes and prepares minutes or summaries of proceedings. Anticipates and compiles materials needed by the administrator for conferences, correspondence, appointments, meetings, and telephone calls. Prepares and processes various operational documents related to the business operations of the assigned organizational unit including activities such as purchasing, contracts, reimbursements, personnel assignments, and timekeeping. Compiles office budget and supporting data, maintains control of expenditure accounts, and recommends or initiates adjustments in accounts. Effectively utilizes computer equipment, specialized software applications, and a variety of standard office equipment used for processing the work of an organizational unit. Develops and maintains data bases and maintains a variety of office files and records. Posts and updates information on office website. May assign and review the work of the office staff. Performs related duties as assigned. Distinguishing Characteristics A Senior Administrative Assistant performs a variety of responsible administrative support duties for a senior administrator in executing his/her administrative responsibilities over the business areas of the assigned organizational unit. An incumbent serves in a primary administrative support position and work assignments require him/her to be able to work independently and use a considerable degree of discretion and sound judgment. The Senior Administrative Assistant (Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters. The class of Senior Administrative Assistant (Stenographic/Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements for the employee to (a) have access to, or possess information relating to, employee and labor relations matters, and (b) take dictation and transcribe notes. An Administrative Assistant performs a variety of responsible administrative support duties for an administrator or manager. An incumbent is required to be able to work independently and use discretion and sound judgment. Use of computer equipment and software applications is an integral aspect of the duties. An Administrative Assistant (Confidential) is distinguished from the class of Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters. Supervision General supervision is received from a classified or academic senior administrator. May assign and review the work of clerical office staff. Class Qualifications Knowledge of: Policies, regulations, procedures, and precedents applicable to the administrative division to which assigned District policies and procedures related to general administrative and business transactions of the District Organization and key personnel of major operating units of the college and District Office organization, management and functions Computer software such as word-processing, spreadsheet, database management, and desktop publishing Techniques of information retrieval Fundamentals of budgetary processes and procedures Report and business correspondence formats Business vocabulary and terminology Proper business English, punctuation, spelling, and grammatical usage Organization and use of records and files Customer service techniques for public contact in person, on the telephone, and in written communication Principles of training Skill in: Operating a computer and standard office equipment Interpersonal contacts and communications Ability to: Provide administrative assistance to a senior administrator Efficiently organize and prioritize work assignments related to the business operations of the assigned unit Understand, interpret, apply, and explain District rules, guidelines and procedures Utilize computer software to design records, create and maintain files, manipulate data, format reports and publish final documents Critically review source data, detect, and correct errors Write clear and effective correspondence, reports, and informational materials Gather and compile data in written, tabular, and graphic form Effectively communicate orally and in writing Evaluate work methods and efficiency Perform mathematical computations of moderate difficulty Exercise initiative and good judgment within established guidelines Use tact and discretion when dealing with the public Establish and adjust to changing priorities Work independently with little direction Meet schedule and time lines Work effectively under pressure Maintain confidentiality of work Establish and maintain an effective filing and records management system Train, assign, and review the work of others Establish and maintain effective working relationships with administrators, employees, and representatives of other organizations and educational institutions Take notes and transcribe minutes of meetings Learn specialized computer applications Entrance Qualifications Education and Experience: An associate degree or its equivalent from a recognized college or university, preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND two years of full-time, paid experience in providing administrative assistance to an administrator or manager. Two years of additional qualifying experience may substitute for the degree requirement. Benefits Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program Selection Process The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview. Reasonable Accommodations Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class. In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.  

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